PA to Acting Director of IT

Job Description

We are establishing a Clinical Technology Strategy (CTS) programme which focuses over the next 5 years on delivering high-quality, safe and effective mental health care through digital interactions with patients from a fully digitally enabled workforce. Growing technology and innovation to achieve outstanding service delivery and acceptance onto National NHS Programmes

As PA  you will provide and coordinate  a comprehensive, proactive, effective and efficient professional secretarial and administrative service to ensure the effective running of the duties and support the of the Acting Director of IT on a daily basis and their deputies.

You will be proactive, working closely with the Acting Director of IT and their deputies as required to apply your knowledge and skills to ensure that robust systems are in place and maintained to ensure smooth running and a high-quality service.

The role requires advanced communication skills, organisational skills, diary, meeting and time management, document and meeting preparation and management and initiative to provide high level support while maintaining strong links with the digital services team and clinical and non-clinical staff across the Trust and externally where required.

Main duties of the job

Provide autonomous coordinated administrative support to deal with smooth and efficient running of daily matters and be flexible to cover the wide and varied areas of work the Acting Director of IT is responsible for and within the Digital Services team

Manage complex and sensitive business when delegated, solve problems, take responsibility and think independently and link with members of the team

To use autonomous judgement and initiative to manage workload, responses from a variety of sources, identifying which are a priority and handle accordingly and drafting responses as appropriate

Undertake key activities in Organisation, diary management, time management, document production, meeting organisation, preparation and follow up, communication, support and continuous improvement Act proactively in organising and prioritising own workload, activities and undertaking routine tasks on behalf of the Acting Director of IT and their deputies where appropriate.

Managing own time effectively, highlighting problems and proposing satisfactory solutions within existing

Working for your organisation

Come and work with us in the Garden of England where we combine exceptional professional development opportunities with a tremendous quality of life.

We are Kent and Medway NHS and Social Care Partnership Trust (KMPT), providing mental health, learning disability and specialist services, serving 1.8 million people across the county.

The Trust (rated Good overall by the CQC and Outstanding for care) has 3,283 staff working in 66 buildings across 33 locations, covering an area of 1,450 square miles.

You will be joining friendly, passionate colleagues, rich in their diversity, who are committed to providing excellent care to our service users and their loved ones.

The nature of our work attracts kindness and compassion as standard and everyone from our cleaners and porters to the chief executive and chairman are recognised as playing a vital role in providing an exemplary service.

Detailed job description and main responsibilities

Organisation

Take initiative in helping prioritise and manage the Acting Director of IT workload and own workload to meet specific deadlines

Set and ensure that deadlines are met by monitoring of progress and follow up where necessary

To develop, manage and ensure the effective maintenance of electronic and manual filing and record keeping systems

Diary management

Responsible for managing and maintaining the smooth running of the Acting Director of IT diary (and their deputies if appropriate) and use independent judgement to prioritise work schedules when necessary in accordance with changing priorities, liaising with all relevant parties in an efficient and effective way. To ensure the efficient use of diary time

Planning, organising and maintaining diaries – making appointments, dealing with any issues appropriately and ensuring effective time management

Document Production

Autonomously manage, provide and maintain a high level of personal administration/secretarial services as required in the production of reports, papers, presentations and other documents including adhering to deadlines. Collecting and collate data required and accurately assimilating information in the production of documents.

Meetings 

To provide a full administrative/secretarial service for meetings of a significant nature preparing and compiling agendas and papers, circulating papers, taking and transcribing formal minutes within agreed timescales and protocols where confidential information may be discussed and judgment will need to made in relation as to how minutes are recorded sensitively and accurately.

Organising packs for meetings, chasing outstanding items for meetings to ensure the meetings run smoothly.

Following up action, be sensitive and have some knowledge of issues under discussion and organising meetings, booking rooms/venues, arrange hospitality

Manage/Assist with arrangements of away days and other corporate events

Communication 

To ensure that the Acting Director of IT and their deputies are fully briefed in advance of meetings with all relevant paperwork/agendas, and ensuring that they are readily available electronically

Responsible for and play a key role in internal/external communication, building effective networks and communications with individuals within those organisations regarding the activities of the Acting Director of IT, their deputies and Digital Services.

Composing, preparing, typing and sending out correspondence with and without manager’s for approval as appropriate.

To receive, screen and make telephone calls. This will include dealing with enquiries from outside sources, resolving enquiries when possible taking messages or redirecting calls as appropriate and ensuring that adequate and timely action is taken. Obtain additional information where necessary

Act as a point of contact for a wide range of queries from internal and external sources, ensuring that all enquiries are personally handled in a professional, courteous and effective manner, or redirected as Receive visitors in a friendly manner with tact and discretion. Act as first point of contact for all incoming calls, visitors, internal and external stakeholders.

Demonstrate a high degree of professionalism when dealing with all staff including senior and influential stakeholders.

Continuous Improvement

Contribute to streamlining systems and processes as appropriate to allow the free-flow of information

Contribute to departmental procedures

Support 

To provide ad hoc support to the other deputies when required

To work cohesively and undertake regular liaison with the Acting Director of IT and their deputies taking the opportunity to highlight any areas of concern and potential conflicts

Work as a member of the team in a supportive, co-operative manner, sharing information and liaising with colleagues to provide support and cover when required

Be fully conversant with the activities of KMPT in order to liaise effectively with all staff including senior colleagues, relevant internal and external organisations at regional, national and international levels

Escalate where necessary once appropriate steps have been taken and failed to resolve the issue.

Continued Professional Development

To attend and contribute to meetings and forums, supervision, training courses, workshops etc. to ensure enhancement and development of current working practices.

To participate in all personal review meetings and take responsibility for personal and professional development. Responsibility for developing CPD in your role, and the services provided, employing industry standard approaches and knowledge.

For further details / informal visits contact:

Name - Michele Curtis
Job title - Acting Director of IT
Email address - Michele.Curtis@nhs.net
Telephone number - 07551137476